User Guide User AdministrationUser Administration User Guide 6 Introduction The Global Edit User Accounts function is available to Customer SuperUsers only. • Global User Permissions

User Guide User Administration

Version 6.0

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User Administration User Guide

Table of Contents 3

TABLE OF CONTENTS CHAPTER 1. INTRODUCTION .................................................................................................................................... 5

Overview .................................................................................................................................................................... 5 The User Admin Menu ............................................................................................................................................... 5 Organization of the User Guide .................................................................................................................................. 6 Optional Features ...................................................................................................................................................... 7

CHAPTER 2. MANAGING USERS .............................................................................................................................. 9 Overview .................................................................................................................................................................... 9 About Users ............................................................................................................................................................... 9 Adding a User ............................................................................................................................................................ 9

Cloning Staff Permissions .................................................................................................................................... 13 Modifying User Permissions ..................................................................................................................................... 14

Modifying ILL Permissions ................................................................................................................................... 14 Modifying AGCat Permissions ............................................................................................................................. 16 Modifying Web HLD Permissions ......................................................................................................................... 17 Modifying CAT Admin Permissions ...................................................................................................................... 19 Modifying Translate/Authority Preferences .......................................................................................................... 20 Modifying Statistics Permissions .......................................................................................................................... 21

Setting the Default User Password .......................................................................................................................... 23 Configuring User Registration Duplicate Checking .................................................................................................. 23 Editing User Accounts .............................................................................................................................................. 24

Viewing the User Account List ............................................................................................................................. 24 Editing User Records ........................................................................................................................................... 25 Configuring ILL Permissions for Patrons .............................................................................................................. 27

Editing Preferences for “Generic” Users .................................................................................................................. 27 Editing User Preferences ..................................................................................................................................... 28 Editing Favorite Search Sources .......................................................................................................................... 28 Showing and Hiding Search Sources ................................................................................................................... 28

Global User Permission Maintenance ...................................................................................................................... 28 Deleting Users ......................................................................................................................................................... 29 Generating User Reports ......................................................................................................................................... 30

Viewing User Reports .......................................................................................................................................... 31 Managing Patron Categories ................................................................................................................................... 32

Setting the Patron Category Display Sequence ................................................................................................... 33 Viewing Patron Category Statistics ...................................................................................................................... 33 Adding a Patron Category .................................................................................................................................... 34 Editing Patron Categories .................................................................................................................................... 35 Merging Patron Categories .................................................................................................................................. 35

Managing Patron Groups ......................................................................................................................................... 36 Setting the Patron Group Display Sequence ........................................................................................................ 37 Viewing Patron Group Statistics ........................................................................................................................... 37 Adding a Patron Group ........................................................................................................................................ 38 Editing Patron Groups .......................................................................................................................................... 39 Merging Patron Groups ........................................................................................................................................ 40

Printing Patron Category/Group Parameters ........................................................................................................... 40 Saving Patron Category/Group Parameters ............................................................................................................. 41 Emailing Patron Category/Group Parameters .......................................................................................................... 41

CHAPTER 3. MAINTAINING THE USER DATABASE .............................................................................................. 43 Overview .................................................................................................................................................................. 43 Defining Valid IP Ranges ......................................................................................................................................... 43

Using User Barcode Lookup ................................................................................................................................ 45 Maintaining RPA Error Codes .................................................................................................................................. 46

Adding a “Block” Code ......................................................................................................................................... 47 Editing “Block” Codes........................................................................................................................................... 47 Deleting “Block” Codes ........................................................................................................................................ 48


4 Table of Contents

Deleting Inactive Users ............................................................................................................................................48 CHAPTER 4. CUSTOMER SUPERUSER ..................................................................................................................51

Overview ..................................................................................................................................................................51 Global Edit User Accounts .......................................................................................................................................51

Viewing the User Account List ..............................................................................................................................51 Managing Regional SuperUsers...............................................................................................................................52 Configuring the User Record ....................................................................................................................................53 Generating User Reports .........................................................................................................................................54

Viewing User Reports ...........................................................................................................................................56 Searching IP Ranges ...............................................................................................................................................56

Using Library Code Lookup ..................................................................................................................................58 Using User Barcode Lookup ................................................................................................................................58 Saving Search Results .........................................................................................................................................59 Adding a Valid IP Range ......................................................................................................................................59


Introduction 5

Chapter 1. INTRODUCTION

Overview This User Guide is designed to provide a working understanding of the features and functions of User Administration (for authenticated systems). User Administration is an online application that provides administrative control over your library’s database of authenticated users; both library staff and patrons. Using User Administration, you can:

• Add, edit and delete users for your library or consortium

• Generate user reports

• Manage the user database

The User Admin Menu

THIS FEATURE IS CURRENTLY UNDERGOING REDESIGN AND MAY NOT FUNCTION AS DESCRIBED. UPDATES WILL BE RELEASED AS AVAILABLE.

The User Admin menu provides access to features and functions related to administration of your library’s database of authenticated users.

To access the User Admin Menu:

1. Click the Staff Dashboard link on any screen in the Search interface.

• The Staff Dashboard screen displays. The Dashboard displays all staff menus available for your user account.

2. The User Admin menu provides access to the following options:

Depending on the configuration of the system for your library or consortium, some options may not be available.

• Add a User – Lets you add a new authenticated user (patron or staff member) to your library’s user database (see Adding a User on page 9 for details).

• Maintain RPA Error Codes – Lets you define “block” codes (provided by your library’s remote ILS) that will prevent patron access to the system (see Maintaining RPA Error Codes on page 46 for details).

• Delete Obsolete Records – Lets you delete obsolete user records from your library’s user database (see Deleting Inactive Users on page 48 for details).

• Edit User Accounts – Lets you edit or delete an existing user record in your library’s user database (see Editing User Accounts on page 21 for details).

• Global Edit User Accounts – Lets you edit or delete an existing user record for any library within a consortium or collective (see Global Edit User Accounts on page 51 for details).

User Admin Menu


6 Introduction

The Global Edit User Accounts function is available to Customer SuperUsers only.

• Global User Permissions – Lets you add or delete user permissions for one or more selected users (see Global User Permission Maintenance on page 28 for details).

• Define Valid IP Ranges – Lets you define valid IP ranges for workstations within your library through which “generic” patron access to the system will be allowed (see Defining Valid IP Ranges on page 43 for details).

• Configure User Record – Lets you configure the content and arrangement of the default user record for your consortium or collective (see Configuring the User Record on page 53 for details).

The Configure User Record function is available to Customer SuperUsers only.

• User Registration Duplicate Checking – Aids in minimizing the occurrence of creating more than one user record for a given patron (see Configuring User Registration Duplicate Checking on page 23 for details).

• User Reports – Lets you generate database reports for your library’s user database (see Generating User Reports on page 30 for details).

Customer SuperUsers may generate user database reports for any library in a consortium or collective (see Generating User Reports on page 54 for details).

• Search IP Ranges – Lets you generate a listing of all libraries that have configured a specified IP range as valid using the Define Valid IP Ranges function (see Searching IP Ranges on page 56 for details)

The Search IP Ranges function is available to Customer SuperUsers only.

• Patron Categories – The Patron Categories function is associated with the optional ILL Request Limits feature (see the ILL Administration User Guide for more information) that lets you create and maintain one or more Patron Categories to which patrons may be assigned for the purpose of restricting the number of ILL requests a patron may have active at any given time (see Managing Patron Categories on page 35 for details).

The ILL Request Limits feature is optional, and may not be enabled for all systems.

• Patron Groups – The Patron Groups function provides an additional level of control over access to specific resources. Patron Groups lets you create and maintain one or more Patron Groups to which patrons may be assigned (see Managing Patron Groups on page 36 for details). Once created, access to selected Resources can be restricted, through the PAC Administration module, to only those patrons associated with a specified Patron Group (see the PAC Administration User Guide for more information).

• Default User Password – Lets you specify a default user password to be applied to all new user records (patron and staff) that are created in the User Administration module (see Setting the Default User Password on page 23 for details).

3. Click the button to return to the Search interface.

Organization of the User Guide This User Guide is designed to provide an overview of the features and functions of the User Administration module, and includes the detailed procedures to maintain your library’s database of authenticated users. The User Guide is divided into three chapters, as follows:

Chapter 1 – Getting Started. This chapter explains how to prepare to use User Administration.

Chapter 2 – Managing Users. This chapter provides the procedures to add, edit and delete authenticated users (library staff or patrons) for your library or consortium, and to generate user reports.


Introduction 7

Chapter 3 – Managing the User Database. This chapter provides the procedures to import user records from an external file, to delete obsolete user records from your library’s user database, to define valid IP ranges (for IP authenticated systems), to define valid barcode ranges (for access to barcode authenticated databases) and to maintain remote patron authentication (RPA) error codes (for systems utilizing remote patron authentication).

Chapter 4 – Customer SuperUser. This chapter provides procedures specific to Customer SuperUsers to configure the user record, generate user reports for any library within a consortium, and search IP ranges.

Optional Features RESEARCHit and SHAREit are modular in design, and offer libraries a high degree of flexibility in configuring the systems to suit the specific needs of their patrons and staff members. The “basic” RESEARCHit module can be enhanced by adding staff-level functionality to support User Administration and user authentication, PAC Administration, Cataloging and Authority Control, Union Database Management, Statistics, UX Administration and/or ILL Administration (SHAREit).

This manual provides instructions covering all features and functions available through User Administration. Depending on the specific configuration of for your library, some features and functions may not be available to you. For information on enabling optional features and functions for your library, contact Auto-Graphics Sales and Marketing.


8 Introduction


Managing Users 9

Chapter 2. MANAGING USERS

Overview The User Administration module lets you add, edit or delete authenticated users within your library’s database.

This chapter provides the procedures to:

• Add a new authenticated user to the database

• Edit the user account for an existing authenticated user

• Delete an existing authenticated user account


• Manage patron categories and patron groups

About Users The system can be accessed by three types of users: guests, patrons, and library staff.

Guest users are unauthenticated users who access your library’s system via the Internet from outside the library. Guests are generally offered a “limited” set of search resources (see the PAC Administration User Guide for more information), cannot submit Interlibrary Loan requests, and are not granted access to the “My Account” feature (see the Search User Guide for more information).

Patron users can be either unauthenticated or authenticated. Unauthenticated patrons are users who access your library’s system from an IP-authenticated workstation inside the library without providing login credentials (Username or Barcode and Password or PIN). Authenticated patrons are users who access your library’s system (from either inside or outside the library) and provide valid login credentials. Patrons are generally offered an “expanded” set of search resources (see the PAC Administration User Guide for more information), and may be authorized to participate in Interlibrary Loan. Additionally, authenticated patrons are granted access to the “My Account” and “My Preferences” features (see the Search User Guide for more information).

Each library is provided with a “generic” patron account. Library staff may log into the system using the “generic” patron account to access the “My Account” and “My Preferences” features to configure several system defaults for unauthenticated users (see the Search User Guide for more information). Additionally, the “generic” patron account is used to enable or disable Interlibrary Loan permissions for unauthenticated patrons and to set the default Interlibrary Loan permissions for authenticated patrons (see Configuring ILL Permissions for Patrons on page 27 for details).

Staff users are library staff members who access the system (from either inside or outside the library) and provide valid login credentials (Username or Barcode and Password or PIN). Staff users are granted access to the search interface, and to one or more staff modules (ILL Administration, CAT Administration, etc.). Staff users are also granted access to the “My Account” and “My Preferences” features (see the Search User Guide for more information).

Adding a User You can add an authenticated user for your library only.

To add a user:

Mandatory fields are shown in red type and indicated by an asterisk “*”; all other fields are optional.


10 Managing Users

The content and arrangement of the User Record is customer-selectable (see Configuring the User Record on page 53 for details). Depending on the specific configuration of the User Record for your library or consortium, some fields may not be available.

1. From the User Admin menu, select Add a User.

• The Add a User Account screen displays. The Library field shows the library code for the library to which the new user account will be added.

2. Assign the user to one or more desired user groups using the User Type radio buttons and checkboxes.

You must assign the user to a user type. If you do not assign the user to a User Type, a dialog displays the message “Please select either a Staff or Patron type” when the record is saved. Click the OK button on the dialog to close the message, and select the desired User Type for the user.

• Select either the Patron or the Staff radio button.

○ Patron – User can access the system as an authenticated library patron (see the Search User Guide for details).

○ Staff – User can access the system as an authenticated staff member, with access to one or more staff modules.

A user can be either a “patron” or a “staff user”. A user cannot be both a “patron” and a “staff user.”

• For Staff users, use the User Type checkboxes and radio buttons to select one or more staff modes to which the user will be granted access. Descriptions of staff modes are provided below.

If desired, you can use the Clone Staff Permissions function to clone staff modes and permissions from an existing user to a new user (see Cloning Staff Permissions on page 13 for details).

Staff User Types

Mode Description CAT Staff User can access all functions within the CAT Administration module (see the CAT

Administration User Guide for details). If your library has purchased the optional AGCat module, the user’s AGCat permissions are set to Cannot Update Bib and Cannot Update HLD by default. When you save the record, you are given the opportunity to modify the user’s AGCat permissions (see Modifying AGCat Permissions on page 16 for details).

Regional Superuser

User can perform various functions throughout the system for one or more libraries associated with their User Account (When Regional Superuser is selected, user is automatically assigned to the User Administrator User Type when the User Record is saved.) The Regional Superuser User Type is available only when accessing the system as a Customer SuperUser. When you save the record, you are given the opportunity to designate the libraries for which the user can perform Global User Permission Maintenance (see Managing Regional SuperUsers on page 52 for details).

Add a User Account Screen


Managing Users 11

Mode Description ILL Staff User can access the ILL Administration module; by default, user is granted all

permissions except Cancel/Change request, Change any library and Patron Request Tracking (see the ILL Administration User Guide for details). When you save the record, you are given the opportunity to grant or deny additional ILL permissions (see Modifying ILL Permissions on page 13 for details).

PAC Admin If the PAC Admin checkbox is selected, use the Regular Staff and Library SuperUser radio buttons to select the features and functions available to the user:

• Regular Staff - User can access all standard administrative functions within the PAC Administration module (see the PAC Administration User Guide for details).

• Library SuperUser – User can access all standard administrative functions within the PAC Administration module, can manage Valid Barcode Ranges, can view the Z39.50 Transaction Error Log (see the PAC Administration User Guide for details), and can configure ILL Pick Lists (see the ILL Administration User Guide for details).

Staff User User can view Database Statistics via the Statistics module. (User must also be assigned to the Statistics User Type.)

Statistics User can access the Statistics module to view Database Statistics (user must also be assigned to the Staff User User Type) and/or ILL Statistics (user must also be assigned to the ILL Staff User Type). Initially, the user is not granted access to any specified statistics report. When you save the record, you are given the opportunity to select the specific statistics reports to which the user will be granted access (see Modifying Statistics Permissions on page 21 for details).

User Administrator

User can access all functions within the User Administration module (see the User Administration User Guide for details).

• A checkmark indicates the user is assigned to the associated User Type.

• An empty checkbox indicates the user is not assigned to the associated User Type.

• Clicking a checkbox repeatedly will toggle it on and off.

3. Enter a name for the new user in the Username or Barcode text box.

• The Username or Barcode can contain any combination of alphabetic and/or numeric characters, and the underscore character “_”. Do not include spaces in the Username or Barcode.

Each user must be assigned a unique Username or Barcode. If you attempt to add a user with a Username or Barcode that already exists in your library’s user database, the message “This Username has already been used. Please use another.” displays when you save the user record.

4. Enter a password for the new user in the Password and Confirm Password or PIN text boxes.

• The Password may have any combination of alphabetic (upper- or lower-case) and numeric characters, and any special characters (such as & * $ # @ , etc.). The Password is not case-sensitive. Do not include spaces in the Password. Enter the password in exactly the same way in both text boxes.

If you do not enter the password identically in both the Password and Confirm Password or PIN text boxes, a dialog displays the message “Passwords do not match. Please reenter.” when the record is saved. Click the OK button on the dialog to close the message, and reenter the password in the Password and Confirm Password or PIN text boxes.

• If desired, you may enter the default password “USERPASS” or “STAFFPASS”. Upon logging into the system for the first time, the user will be required to provide a permanent password of their own choosing to complete the login process.


12 Managing Users

5. If appropriate, enter a reminder question related to the user’s password in the Reminder Question text box.

In the event a user forgets their password, they may request that their reminder question be e-mailed to them to provide a hint as to their password. When a reminder question is entered in the user record, be sure to include an e-mail address for the user in the E-mail Address text box (see step 7, below).

6. Enter the user’s first name, middle initial, and last name in the First Name, Initial and Last Name text boxes.

7. Enter the mailing address for the user using the Address 1, Address 2, City, Zip and Country text boxes, and the State drop-down menu.

8. Enter the e-mail address, telephone number(s) and fax number for the user in the E-Mail, Home Phone, FAX, Mobile Phone and Work Phone text boxes.

9. Enter the user’s date of birth in the Date of Birth text box.

10. If appropriate, enter any unique identifying number for the user in the Custom Number text box.

• The Custom Number may have any combination of alphabetic (upper- or lower-case) and numeric characters, and any special characters (such as & * $ # @ , etc.). The Custom Number can be a maximum of 11 characters.

11. If desired, enter any additional information related to the user in the Notes text box.

12. If your library has enabled the optional “ILL Request Limits” feature (see the ILL Administration User Guide for more information), select the category to which you wish to assign the user from the Patron Category menu.

13. If your library limits access to certain Resources based on Patron Group assignment, select the group to which you wish to assign the user from the Patron Group menu.

14. If your library has enabled the optional “Expiration Date” feature, enter the expiration date for the user in the Expiration Date text box.

• Enter the Expiration Date using the format “MM/DD/YYYY,” including slashes.

When the date entered in the Expiration Date text box is reached, the user will be prohibited from logging into the system.

15. Select the desired status for the user from the Account Status drop-down menu, either Disable (account is inactive; user cannot log into the system) or Enable (account is active; user can log into the system).

The default selection for Account Status is Enable.

16. If the user account will be used simultaneously by multiple users, select the Is an Institution checkbox.

The Is an Institution feature allows an authenticated user to be identified as an “institution” (a single entity that is used to validate one or more individuals affiliated with that institution).

17. When all desired information for the user has been entered, click the Submit button to add the new user to your library’s database.

If you did not include an Expiration Date for the user, an advisory dialog displays the message “No Expiration date was entered” when you submit the record. Click the OK button. You will need to edit the user record if you wish to add an Expiration Date (see Editing User Accounts on page 24 for details).

• The status message “User (Username) added” displays.

If you assigned the user to the ILL Staff, CAT Staff and/or Statistics User Type(s), a “permissions” screen displays when you submit the record. Modify ILL Permissions, CAT permissions, Authority/Translate preferences and Statistics Permissions as appropriate (see Modifying ILL Permissions on page 13, Modifying AGCat Permissions on page 16, Modifying Web HLD


Managing Users 13

Permissions on page 17, Modifying Translate/Authority Preferences on page 20, or Modifying Statistics Permissions on page 21 as appropriate, for details).

For Customer SuperUsers only: If you assigned the user to the Regional SuperUser User Type, a “Select Libraries” screen displays when you submit the record. Select the libraries for which the user may perform various functions throughout the system (see Managing Regional SuperUsers on page 52 for details).

If you assigned the user to the Patron group, it may be necessary to edit the ILL permissions for the user (see Configuring ILL Permissions for Patrons on page 27 for details).

18. Click the OK button on the status message to close the message and return to the Add a User Account screen.

19. Repeat steps 2 through 18 to add additional users to your library’s database.

When you add a new patron record to your library’s database, default preferences are applied to the user’s record according to the default values specified for the “generic” patron record (see Editing Preferences for “Generic” Users on 27 for details).

Cloning Staff Permissions

The Clone Staff Permissions checkbox on the Add a User Account screen lets you copy the staff modes and specific permissions from an existing staff user to a new staff user.

To clone staff permissions:

1. From the User Admin menu, select Add a User.

• The Add a User Account screen displays. The Library field shows the library code for the library to which the new user account will be added.

2. Select the User Type – Staff radio button.

3. Select the Clone Staff Permissions checkbox. Leave all other User Type checkboxes unselected.

4. Complete the remaining form fields as described in steps 3 through 18 for “Adding a User” (see Adding a User on page 9 for details).

5. When all desired information for the user has been entered, click the Submit button to add the user to your library’s database.

If you did not include an Expiration Date for the user, an advisory dialog displays the message “No Expiration date was entered” when you submit the record. Click the OK button. You will need to edit the user record if you wish to add an Expiration Date (see Editing User Accounts on page 24 for details).

• The Select User to Clone screen displays.

6. Enter the desired search criteria:

Add a User Account Screen


14 Managing Users

• To limit the list to only those users associated with a specific user group, select the desired user group from the User’s Type menu, then click the Submit button.

○ Select All to display users for all user groups.

○ Select the desired staff mode (PAC Admin, ILL Admin, etc.) to display users for the associated mode.

• To locate a specific user by barcode or name, enter the user’s barcode or last name in the User Barcode or Last Name text box. To view a list of all users associated with the currently specified User’s Type, leave the User Barcode or Last Name text box blank.

When searching by a user’s name, you may enter a complete or partial last name.

7. Click the Submit button to submit your search of the user database.

• The screen refreshes to display the User Account List. The User Account List shows a listing of all users that match your search criteria.

• Use the Prev and Next links to view other pages of the list.

The Prev and Next links are active only if the User Account List contains more than 20 users.

8. Click the User Name link for the desired user.

• The message “Staff permissions from (user to clone) have been applied to (new user)” displays.

9. Click the Close button to close the message.

Modifying User Permissions When you add a new Staff user, depending on the specific group(s) to which a Staff user is assigned, an Add User Permissions screen may display when you submit the record. Assign permissions to the user as appropriate:

• ILL Staff – see Modifying ILL Permissions on page 14

• CAT Staff – see Modifying AGCat Permissions on page 16, Modifying Web HLD Permissions on page 17, Modifying CAT Admin Permissions on page 19, and Modifying Translate/Authority Preferences on page 20

• Statistics – see Modifying Statistics Permissions on page 21

Modifying ILL Permissions When you add a new user and assign ILL Staff permissions (see Adding a User on page 9 for details), or when you click the ILL Permissions link on the Edit User Accounts screen (see Editing User Accounts on page 21 for details), the ILL Permissions screen displays. The ILL Permissions screen shows the ILL permissions currently granted to the user. You may grant or deny additional permissions as desired.

To modify ILL permissions:

1. Use the checkboxes to select the per-missions you wish to grant to the user.

Select User to Clone Screen


Managing Users 15

• Clicking the checkbox next to a permission will toggle it on and off.

• A checkmark in the checkbox indicates the user is granted the associated permission.

• An empty checkbox indicates the user is denied the associated permission.

• Use the definitions below to determine whether a permission should be granted or denied for a given user.

Permission Definition Approve a request Allows the user to process requests while in Awaiting Approval status for

electronic submission to lenders. Automatic approval Automatically sends requests to the first lender when the user submits an ILL

request using the ILL Request Form or the Blank ILL Request Form. Cancel/Change request Allows the user to cancel a request made as a Borrower, or to update fields

on a request made as a Borrower. Change any library Allows the user to update any participant library record; allows the user to

access the Reports and Download feature for any library. This permission should be reserved for System Administrators only.

Change own library Allows the user to update the participant record for their own library; allows the user to access the Reports and Download feature for their own library. This permission should be reserved for System or Library Administrators only.

Change Pickup Location Allows the user to select a Pickup Location for the request other than the Pickup Location specified when the request was submitted. This permission is applicable only to libraries using the optional “Network” pickup location functionality (see the ILL Administration User Guide for details).

Undo Shipped Item Allows the user to return the status of an item marked as “shipped” to “Pending.” This permission is optional and may not be available for all libraries.

Originate borrow requests

Allows the user to create and submit borrow requests using the ILL Request Form or the Blank ILL Request Form.

Originate copy requests Allows the user to create and submit photocopy requests using the ILL Request Form or the Blank ILL Request Form.

Patron request tracking Allows library patrons to view the status of their own ILL requests using the Items from Other Libraries option available through My Account.

Respond to request Allows the user to process ILL requests. View own request This permission is obsolete. Edit locally owned handling method

Allows the user to select the desired method for handling ILL requests for “locally owned” titles. This permission is applicable only to libraries using the optional “Network” pickup location functionality (see the ILL Administration User Guide for details).

2. When all desired changes to ILL permissions have been made, click the Submit button to save your

changes.

ILL Permissions Screen


16 Managing Users

Modifying AGCat Permissions AGCat Permissions are available only if your library has purchased the optional AGCat module.

When you add a new user and assign CAT Staff permissions (see Adding a User on page 9 for details), the AGCat Permissions screen displays automatically when you submit the new user record. When you click the AGCat Permissions link on the Edit User Accounts screen (see Editing User Accounts on page 21 for details), the AGCat Permissions screen displays.

The AGCat Permissions screen shows the AGCat permissions currently granted to the user when performing cataloging maintenance functions using AGCat (see the AGCat Client User Guide for details). AGCat Permissions determine the specific cataloging functions the user can perform within the Union database. AGCat Permissions determine the type of information the user can upload to the database (bibliographic and/or holdings) and the libraries for which the user can perform database maintenance (their library only, selected libraries or all libraries).

You may change AGCat Permissions as desired.

To modify AGCat Permissions:

If any bibliographic update permission is granted, a holding update permission must also be granted.

1. Use the radio buttons to select the permissions you wish to grant to the user.


Depending on the AGCat Permissions currently granted to your library (by the Customer SuperUser for your consortium or collective), some permissions may not be available for assignment to library staff members.

Bib Permissions:

○ Update Any Bib - Can upload new/edited bibliographic information or delete bibliographic records for any library.

○ Update Only My Bib - Can upload new/edited bibliographic information or delete bibliographic records for your library only (for bibliographic records to which your library is the only holder attached).

○ Update List Bib - Can upload new/edited bibliographic information or delete bibliographic records for multiple selected libraries only (for bibliographic records to which one or more of the libraries shown in the Library Codes list are the only holders attached).

○ Cannot Update Bib - Cannot upload new/edited bibliographic information or delete bibliographic records for any library.

HLD Permissions:

○ Update Any HLD - Can upload added/edited/deleted holdings (locations) information for any library.

○ Update Only My HLD - Can upload added/edited/deleted holdings (locations) information for your library only (for bibliographic records to which your library is the only holder attached).

○ Update List HLD - Can upload added/edited/deleted holdings (locations) information for multiple selected libraries only (for bibliographic records to which one or more of the libraries shown in the Library Codes list are the only holders attached).

AGCat Permissions Screen


Managing Users 17

○ Cannot Update HLD - Cannot upload added/edited/deleted holdings (locations) information for any library.

2. If the Update List Bib or Update List HLD option is selected for either the Bib Permissions or HLD Permissions, enter the library codes for which the user may perform database updates in the Library List text box.

If your library has been granted Update Any Bib or Update Any HLD permissions, the Library List option is available. If your library has been granted Update List Bib and Update List HLD permissions only, the Library List field is read-only, and contains the library codes for which you library is authorized to perform cataloging maintenance functions (as established by the Customer SuperUser for your consortium or collective).

The system uses the same Library List for both the bibliographic update permission and the holding update permission (when the by Library codes option is selected). You cannot specify a different Library List for bibliographic and holding update permissions.

• Enter the library codes for the libraries for which the user may perform database updates in the Library List text box. Separate multiple library codes with commas. DO NOT use spaces in the Library List.

• If desired, click the Lookup button to use the Lookup feature to locate the desired Library Codes:

○ The Library Code Lookup screen displays in an additional browser window. This list shows the Library Code and Library Name for all libraries in your consortium or collective.

○ Click the Sort by Library Code button to sort the list alphabetically by Library Code.

○ Click the Sort by Library Name button to sort the list alphabetically by library name.

○ Click the Library Code for a library you wish to add to the Library List. The selected code is automatically added to the list. Select additional codes as desired.

○ When all desired libraries have been selected, click the Close button to close the Library Code Lookup window and return to the AGCat Permissions screen.

3. When all desired changes to AGCat Permissions have been made, click the Submit button to save your changes.

Modifying Web HLD Permissions Web HLD Permissions are available only if your library has purchased the optional CAT Administration module.

When you add a new user and assign CAT Staff permissions (see Adding a User on page 9 for details), the Web HLD Permissions screens display automatically when you submit the new user record. When you click the Web HLD Permissions link on the Edit User Accounts screen (see Editing User Accounts on page 21 for details), the Web HLD Permissions screen displays.

The Web HLD Permissions screen shows the permissions currently granted to the user when performing locations (holdings) maintenance functions using CAT Administration (see the CAT Administration User Guide for details). Web HLD Permissions determine the libraries for which the user can perform locations maintenance (their library only, selected libraries or all libraries).

You may change Web HLD Permissions as desired.

Library Code Lookup Screen


18 Managing Users

To modify HLD Permissions:

1. Use the radio buttons to select the permissions you wish to grant to the user.


Depending on the HLD Permissions currently granted to your library (by the Customer SuperUser for your consortium or collective), some permissions may not be available for assignment to library staff members.

HLD Permissions:

○ Update Any HLD - Can upload added/edited/deleted holdings (locations) information for any library.

○ Update Only My HLD - Can upload added/edited/deleted holdings (locations) information for your library only (for bibliographic records to which your library is the only holder attached).

○ Update List HLD - Can upload added/edited/deleted holdings (locations) information for multiple selected libraries only (for biblio-graphic records to which one or more of the libraries shown in the Library Codes list are the only holders attached).

○ Cannot Update HLD - Cannot upload added/edited/deleted holdings (locations) information for any library.

2. If the Update List Bib or Update List HLD option is selected for either the Bib Permissions or HLD Permissions, enter the library codes for which the user may perform database updates in the Library List text box.

If your library has been granted Update Any HLD permissions, the Library List option is available. If your library has been granted Update List HLD permissions, the Library List field is read-only, and contains the library codes for which your library is authorized to perform locations maintenance (as established by the Customer SuperUser for your consortium or collective).

• Enter the library codes for the libraries for which the user may perform database updates in the Library List text box. Separate multiple library codes with commas. DO NOT use spaces in the Library List.

• If desired, click the Lookup button to use the Lookup feature to locate the desired Library Codes:

○ The Library Code Lookup screen displays in an additional browser window. This list shows the Library Code and Library Name for all libraries in your consortium or collective.

○ Click the Sort by Library Code button to sort the list alphabetically by library code.

○ Click the Sort by Library Name button to sort the list alphabetically by library name.

○ Click the Library Code for a library you wish to add to the Library List. The selected code is automatically added to the list. Select additional codes as desired.

Web HLD Permissions Screen



Managing Users 19

○ When all desired libraries have been selected, click the Close button to close the Library Code Lookup window and return to the CAT Permissions screen.

3. When all desired changes to CAT Permissions have been made, click the Submit button to save your changes.

Modifying CAT Admin Permissions When you add a new user and assign CAT Staff permissions (see Adding a User on page 9 for details), the CAT Admin Permissions screen displays automatically when you submit the new user record. When you click the CAT Admin Permissions link on the Edit User Accounts screen (see Editing User Accounts on page 21 for details), the CAT Admin Permissions screen displays. The CAT Admin Permissions screen shows the CAT Administration permissions currently granted to the user. You may grant or deny additional permissions as desired.

To modify CAT Admin Permissions:

• The CAT Admin Permissions screen shows a listing of all submenus, features and functions available through the CAT Admin menu. Click the icon next to a submenu name to view a hierarchical listing of all features and functions available within the associated submenu. (Click the icon next to the submenu name to close the listing.)

○ Permissions granted to the current user are indicated by a checkmark

next to the permission name.

• Use the checkboxes associated with each feature and function to grant or deny access to the function.

○ A checkmark indicates the user is granted the associated permission.

○ An empty checkbox indicates the user is denied the associated permission.

○ Clicking a checkbox repeatedly will toggle it on and off.

To grant a user access to a feature or function within a given submenu, you must select the checkbox for the associated submenu.


Permission Definition View Download Cart Allows the user to view, manage and download the contents of the

Download Cart for their user account. Download AGCat Utility Allows the user to download the optional AGCat Client to a local

workstation. Create New CAT Record Allows the user to access the Create New Cataloging record screen, from

which the AGCat client can be launched to allow for creation of a new bibliographic record.

URL (856) Checker Allows the user to validate URLs in MARC tag 856 $u for all records in your library’s A-G database(s).

Local Cover Images Allows the user to view the Local Cover Images submenu. User may be selectively granted permissions for the following functions:

Add Local Cover Allows the user to add a local cover image for a specified bibliographic record. Delete Local Cover Allows the user to delete a previously uploaded local cover image from a

specified bibliographic record.

CAT Admin Permissions Screen


20 Managing Users

Permission Definition MARC Tag Report Allows the user to generate MARC Tag Reports. Authority Database

Connection Allows the user to specify the parameters for connection to the desired authority database.

Authority Heading Report Allows the user to generate a report showing authority heading usage in your library’s Main A-G database.

• When all desired submenus, feature and functions have been selected, click the Submit button to submit

your changes to CAT Admin Permissions.

Modifying Translate/Authority Preferences

Translate/Authority Preferences are available only if your library has purchased the optional Translate/Authority module.

When you add a new user and assign CAT Staff permissions (see Adding a User on page 9 for details), the Translate/Authority Preferences screen displays automatically when you submit the new user record. When you click the Edit Translate/Authority Preferences link on the Edit User Accounts screen (see Editing User Accounts on page 21 for details), the Translate/Authority Preferences screen displays.

Authority Preferences are used to configure the authority validation hierarchy for the user. The authority validation hierarchy determines the order in which authority records are searched during authority control processing (see the Authority User Guide for details). The validation hierarchy may include records from sources such as the Library of Congress, National Library of Canada, Medical Subject Headings, etc.

During authority control processing, the system searches authority records from the top of the validation hierarchy down, until a match is found. When a match for a bibliographic heading is found in an authority record at the top of the validation hierarchy, the bibliographic heading is flagged as “VALIDATED” and the remaining authority records are not searched.

Translate Preferences are used to enable or disable Translation functionality for the user.

Translation functionality is not currently implemented.

1. Use the Subject Authority (600-65X) Validation Hierarchy checkboxes to select the authority files you wish to use for “subject” validation.

• A checkmark indicates the associated authority file will be used for subject validation.

• An empty checkbox indicates the associated authority file will not be used for subject validation.


Translate/Authority Preferences Screen


Managing Users 21

2. If the Library of Congress Subject Headings option has been selected, use the Priority text boxes to specify the priority (order of preference) for the authority files listed, beginning with “1.”

• You must enter a unique preference number in each Priority text box.

3. Use the Name Authority Validation Hierarchy – Priority text boxes to specify the priority (order of preference) for the authority files listed, beginning with “1.”

• You must enter a unique preference number in each Priority text box.

4. When all desired changes to authority/translate preferences have been made, click the Submit button to save your changes.

Modifying Statistics Permissions

THIS FEATURE IS CURRENTLY UNDERGOING REDESIGN AND MAY NOT FUNCTION AS DESCRIBED. UPDATES WILL BE RELEASED AS AVAILABLE.

When you add a new user and assign Statistics permissions (see Adding a User on 9 for details), or when you click the Statistics Permissions link on the Edit User Accounts screen (see Editing User Accounts on 24 for details), the Statistics Permissions screen displays. The Statistics Permissions screen shows the Statistics permissions currently granted to the user. You may grant or deny additional permissions as desired.

To modify Statistics permissions:

• Click the icon next to the Statistics Menu heading to view a hierarchical listing of all submenus, features and functions available within the module. (Click the next to the Statistics Menu heading to close the listing.)

○ Click the next to a submenu name to view a hierarchical listing of all features and functions available within the submenu. (Click the icon next to the submenu name to close the listing.)

• Permissions granted to the current user are indicated by a checkmark next to the permission name.

• Use the checkboxes associated with each submenu, feature and function to grant or deny access to the function. A checkmark indicates the user is granted the associated permission; an empty checkbox indicates the user is denied the associated permission.

To grant a user access to a feature or function within a given submenu, you must select the checkbox for the associated submenu. When you select the checkbox for a submenu, the checkboxes for all features and functions within the submenu are selected automatically.

• Use the following definitions to determine whether a permission should be granted or denied for a given user.

Permission Definition Ill Statistics Allows the user to view the ILL Statistics submenu. User may be selectively

granted permissions for the following functions: Activity and Request

Reports Allows the user to generate ILL activity reports (borrowing activity, lending activity, net activity), and download request records and/or lender response records.

Statistics Permissions Screen


22 Managing Users

Permission Definition Summary Report Allows the user to generate a report showing summary statistics for the number

of completed ILL requests processed by all libraries in a consortium or collective, as a borrower from other participant libraries and as a lender to other participant libraries. The Summary Report is available to Customer SuperUsers only.

CONTU Copyright Tracking Reports

Allows the user to generate reports related to Copyright Tracking.

Download Participant Records

Allows the user to export selected data fields from the Participant Records of one or more selected libraries within a consortium or collective.

Borrower Statistics Allows the user to generate statistical reports that provide snapshots of ILL requests submitted as a borrower, under various fulfillment headings.

Borrower Record Counts

Allows the user to generate a report that shows the total number of active and completed ILL requests submitted as a borrower, grouped according to current status category.

Borrower Days to Receive Report

Allows the user to generate a report that summarizes the amount of time, including time in transit, it took to receive requested materials from lenders for a given time period.

Lender Statistics Allows the user to generate statistical reports that provide snapshots of ILL requests received as a lender, under various fulfillment headings.

Lender Record Counts Allows the user to generate a report that shows the total number of in-process ILL requests received as a lender, grouped according to current status category.

Lender Days to Supply Report

Allows the user to generate a report that summarizes the amount of time it took to provide and ship requested materials to borrowers for a given time period.

Stayed Too Long Report

Allows the user to generate a report that lists all active ILL requests that have remained “idle” at a selected status for greater than a specified number of days.

Staff Login Activity Report

Allows the user to generate a report that shows the most recent login date for qualifying staff users (based on a specified cutoff date) at one or more selected libraries within a consortium or collective. The Staff Login Activity Report is available to Customer SuperUsers only.

Patron Lookup Report Allows the user to generate a report related to lookups performed using the optional Patron Lookup Tool. The Patron Lookup Report is available to Customer SuperUsers only.

Batch Status Update Allows the user to perform a batch update of up to 200 selected ILL requests in a single status across multiple libraries. The Batch Status Update function is available to Customer SuperUsers only.

Searches with Zero Results

Allows the user to view a list of searches for a specified time period that returned zero results.

Database Statistics Allows the user to view the Database Statistics submenu. User may be selectively granted permissions for the following functions:

Database Index Stats Allows the user to view and download general statistics (index statistics, qualifier statistics and holdings statistics) for the Union catalog.

Database Field Stats Allows the user to view general information related to the number of bibliographic and locations (holdings) record in your library’s A-G database, and detailed MARC Field statistics for the entire database for your library.

System Activities Allows the user to view summary information related to your library’s system for a specified report period; displayed statistics include login data, search data, ILL request data and cataloging data.

Statistics Report Allows the user to generate detailed statistics reports based on user-specified parameters.

Graphical Statistics Report

Allows the user to view summary information related to your library’s system for a specified report period in a graphical format; available statistics include login data, search data, ILL request data and cataloging data.


Managing Users 23

• When all desired submenus, feature and functions have been selected, click the Submit button to submit your changes to Statistics permissions.

Setting the Default User Password You can pre-configure the User Record with a default user password to be applied to all new user records (patron and staff) that are created in the User Administration module. Additionally, the system supports the use of two specialized default password, “USERPASS” and “STAFFPASS.” When a user assigned the password “USERPASS” or “STAFFPASS” logs into the system for the first time, the Permanent Password screen displays. The user must provide a permanent password to complete the login process.

It is recommended that only the password “USERPASS” or “STAFFPASS” by used as the default user password. Use of any other password will not trigger display of the Permanent Password screen.

To set the default user password:

1. From the User Admin menu, select Default User Password.

• The Set Default User Password screen displays.

2. Enter the desired default user password in the Default User Password text box.

3. Click the Submit button to save your changes.

The specified Default User Password will be applied to all new user records (patron and staff) that are created in the User Administration module.

The default user password will display in the Password and Confirm Password or PIN fields of the Add a User Account screen (see Adding a User on page 9 for details) as a series of asterisks.

Configuring User Registration Duplicate Checking The User Registration Duplicate Checking function aids in minimizing the occurrence of creating more than one user record for a given patron. When a user record is saved, the system compares new (and, optionally, edited) user records against all records in the user database to identify selected duplicate fields (username/barcode, patron name, address, and/or contact information). In the event duplicate values are detected between the added/edited record and any other existing record in the user database, notification is provided to permit staff to determine the proper disposition for the new/edited record.

To configure User Registration Duplicate Checking:

1. From the User Admin menu, select User Registration Duplicate Checking.

• The User Registration Duplicate Checking Configuration screen displays.

Set Default Password Screen

User Registration Duplicate Checking Configuration Screen


24 Managing Users

2. Select the Enable Registration Dup. Checking radio button to enable registration duplication detection functionality.

• Select the Disable Registration Dup. Checking radio button to disable registration duplication detection functionality.

3. Use the When to Check radio buttons to specify when registration duplication detection should be performed.

• Select the New Users Only radio button to perform registration duplication detection only when adding new users.

• Select the New Users and Edit Users radio button to perform registration duplication detection when adding new users or editing existing users.

4. Use the Compare User Edit or Add User to existing user records by checking the following fields checkboxes to select the specific field(s) to be checked for duplicate entries. You can check for duplicates by Username / Barcode, Name (First, Middle, Last), Phone numbers (all), Email Address, Street Address and/or Birth Date.

• A checkmark indicates the associated field in the User Record will be checked for duplicates.

• An empty checkbox indicates the associated field in the User Record will not be checked for duplicates.


When duplicate checking by Birth Date is enabled, records with duplicate birthdates are identified only when at least one additional selected duplicate field is identified in the records. When the Birth Date checkbox is selected, you must select at least one other field for inclusion in duplicate checking.

5. When all desired parameters have been selected, click the Submit button to save your changes.

• The message “The settings above have been saved” displays at the bottom of the screen.

If the Enable Registration Dup. Checking radio button is selected, and you have not selected at least one Compare User Edit or Add User to existing user records by checking the following fields checkbox, the message “Please select at least one check box above” displays at the bottom of the screen. Repeat step 4 to selected the desired fields for comparison, then click the Submit button to save your changes.

If the Birth Date checkbox is selected and no other Compare User Edit or Add User to existing user records by checking the following fields checkbox has been selected, the message “Please select at least one check box in addition to Birth Date” displays at the bottom of the screen. Repeat step 4 to selected the desired fields for comparison, then click the Submit button to save your changes.

Editing User Accounts You can edit the user record for any current authenticated user for your library only.

You cannot change the Username or Barcode for a current authenticated user.

Viewing the User Account List The User Account List shows all current authenticated users for your library, in alphabetic order by Name (last name first), and includes the User Name, Name and User Type (user group assignments) for each user. Disabled users are indicated by an asterisk “*” following the User Name. From the User Account list, you may choose to edit the record for a current authenticated user (see Editing User Records on 25 for details) or delete an authenticated user from your library’s database (see Deleting Users on page 29 for details).


Managing Users 25

To view the User Account list:

1. From the User Admin menu, select Edit User Accounts.

• The Edit User Account Search Screen displays.


• To limit the list to only those users associated with a specific user group, select the desired user group from the User’s Type menu, then click the Search button.

○ Select All to display users for all user groups.

○ Select Patron or the desired staff mode (PAC Admin, ILL Admin, etc.) to display users for the associated mode.



• To search other fields of the user records, enter the desired search term in the And text box, and select the desired search index (City, Email Address, etc.) from the in menu.




The Prev and Next links are active only if your library’s user database contains more than 20 users.

Editing User Records You can edit the user records for authenticated users for your library only.

To edit a user record:

1. Access the User Account list, and locate the user for whom you wish to edit the user record (see Viewing the User Account List on 24 for details).

User Account List

Edit User Account Search Screen


26 Managing Users

If a user account for the desired user does not exist, select Add a User from the User Admin Staff Menu to add a new user record. The Add a User Account screen displays in an additional browser window (see Adding a User on 9 for details).

2. Click the User Name link for the desired user.

• The Edit User Account screen displays in an additional browser window.

• The Edit User Account screen is pre-filled with the current data for the associated user.

3. Add, change or delete information as desired (see Adding a User on 9 for details).

Depending on the specific configuration of the system for your library or consortium, some User Record fields may not be available.

• To add or delete a patron photograph, click the Manage User Photo link (see Error! Reference source not found. on page Error! Bookmark not defined. for details).

Patron photograph support is a purchasable enhancement, and may not be enabled for all systems.

• Click the AGCAT Permissions link to modify cataloging permissions for the user when using AGCAT (see Modifying AGCat Permissions on 16 for details).

• Click the Edit Translate/Authority Preferences link to configure the authority validation hierarchy and enable or disable Translation functionality for the user when using the optional Translate/Authority module (see Modifying Translate/Authority Preferences on 20 for details).

• Click the Web HLD Permissions to modify locations (holdings) permissions for the user when using CAT Administration (see Modifying Web HLD Permissions on 17 for details).

• Click the ILL Permissions link to modify ILL permissions for the user (see Modifying ILL Permissions on 13 for details).

• Click the Statistics Permissions link to modify Statistics permissions for the user (see Modifying Statistics Permissions on 21 for details).

• For Customer SuperUsers only: Click the Select Libraries link to modify the libraries for which the user can perform Global User Permission Maintenance (see Managing Regional SuperUsers on page 52 for details).

4. When all desired changes have been made, click the Submit button to submit your changes to the user record.

• The Edit User Account screen closes automatically.

5. Repeat steps 2 through 4 to edit additional users.

Edit User Account Screen


Managing Users 27

Configuring ILL Permissions for Patrons If your library participates in Interlibrary Loan, you may wish to allow library patrons to submit ILL requests, and to track the progress of their in-process requests. The “generic” patron account (see About Users on 9 for details) lets you enable or disable Interlibrary Loan permissions for unauthenticated patrons. Additionally, when you add an authenticated patron to your library’s user database, the patron automatically “inherits” the Interlibrary Loan permissions assigned to the “generic” patron. If you wish to change the Interlibrary Loan permissions for a given authenticated patron, you must edit the permissions manually.

To configure ILL permissions for patrons:

1. From the User Account List (see Viewing the User Account List on 24 for details), click the Username link for the user for whom you wish to edit ILL Permissions. To edit ILL permissions for unauthenticated users, select the Username “patron.” To edit ILL permissions for library guests, select the Username “guest.”

• The Edit User Account screen displays in an additional browser window.

2. Click the ILL Permissions link.

• The ILL Permissions screen displays in an additional browser window.

3. Use the checkboxes to select the permissions you wish to grant to the user.

• Clicking the checkbox next to a permission will toggle it on and off. A checkmark indicates the user is granted the associated permission. An empty checkbox indicates the user is denied the associated permission.

• To allow the user to submit borrow requests, select the Originate borrow requests checkbox.

• To allow the user to submit copy requests, select the Originate copy requests checkbox.

• To allow the user to track their in-process ILL requests, select the Patron request tracking checkbox.

4. Click the Submit button on the ILL Permissions screen to save your changes.

• The ILL Permissions screen closes automatically.

5. Click the Close button on the Edit User Account screen.

Editing Preferences for “Generic” Users The system is configured with “generic patron” and “generic guest” user records. These records let you configure a number of system defaults for unauthenticated users that access your library’s system as either a “generic patron” or as a “guest.” You may edit the “generic patron” and “generic guest” user records to:

• Set general user preferences

• Set favorite search sources

• Show or hide search resources

ILL Permissions Screen


28 Managing Users

Editing User Preferences THIS FUNCTIONALITY IS UNDERGOING REDESIGN AND IS NOT CURRENTLY IMPLEMENTED.

Editing Favorite Search Sources THIS FUNCTIONALITY IS UNDERGOING REDESIGN AND IS NOT CURRENTLY IMPLEMENTED.

Showing and Hiding Search Sources THIS FUNCTIONALITY IS UNDERGOING REDESIGN AND IS NOT CURRENTLY IMPLEMENTED.

Global User Permission Maintenance This Global User Permissions function lets you globally modify (add or remove) permissions granted to multiple selected staff members.

The libraries for which you can perform Global User Permissions maintenance depends on the PAC Staff permissions granted to your account (Customer SuperUser, Regional SuperUser, or Staff User). Customer SuperUsers can perform Global User Permissions maintenance for all libraries within a consortium or collective. Regional SuperUsers can perform Global User Permissions maintenance for the libraries associated with their accounts (see Managing Regional SuperUsers on page 52 for details). PAC Staff Users can perform Global User Permissions maintenance only for the library with which their user account is associated.

To perform Global User Permission maintenance:

1. From the User Admin menu, select Global User Permissions.

• The Edit Global User Permissions search screen displays.

2. Locate the users for whom you wish to perform Global User Permissions maintenance:

• Select the libraries for which you wish to perform Global User Permission maintenance from the Search for Users Library/LibCode menu.

The Search for Users Library/LibCode menu is available to Customer Superusers and Regional Superusers only.

○ To select a single library, click the name of the desired library.

○ To select multiple libraries, press and hold the <Ctrl> key and click the name of each desired library. When all desired libraries have been selected, release the <Ctrl> key.

○ To select all libraries, select All from the Search for Users Library/LibCode menu.

• To perform Global User Permission maintenance for a specific user type, select the desired user type from the User Type menu.

○ If you do not wish to limit your search results by user type, select All from the User Type menu.

Edit Global User Permissions Search Screen


Managing Users 29

• To perform Global User Permission maintenance for users granted a specific user permission, select the desired permission from the Permission Type menu.

○ If you do not wish to limit your search results by permission type, select All from the Permission Type menu.

3. When all desired search criteria has been entered, click the Submit button to submit your search.

• The screen refreshes to display a list of users that match your search criteria.

• Each line in the list shows the User Name and Name of the user, the Library Code with which the user is associated, the User Type(s) with which the user is associated, and the specific Permission Type(s) granted to the user.

• If desired, you can reconfigure, sort and filter table content (see the System Basics User Guide for more information).

4. Use the checkboxes to select the users for whom you wish to modify permissions.

• A checkmark indicates permissions will be modified for the associated user.

• An empty checkbox indicates permissions will not be modified for the associated user.


• To select the checkboxes for all users, click the Select All link.

• To deselect the checkboxes for all users, click the Deselect All link.

5. To add a permission:

• Select the desired permission from the Select a Permission menu.

• Click the Add button.

○ The screen refreshes with the Permission Type field for each selected user updated to include the added permission.

6. To remove a permission:

• Select the desired permission from the Select a Permission menu.

• Click the Remove button.

○ The screen refreshes with the permission removed from the Permission Type field for each selected user.

7. Repeat steps 4 through 6, as appropriate, to add or remove additional permissions for the current user list. Repeat steps 2 through 6, as appropriate, to add or remove permissions for a new group of users.

Deleting Users You can delete authenticated users for your library only. You cannot delete the “generic patron” or “generic guest” users.

Edit Global User Permissions Results Screen


30 Managing Users

Resource Sharing systems are configured with the default user accounts (XXXX) and (XXXXADMIN), where XXXX is the library’s Library Code. These accounts can be deleted only by Customer SuperUsers.

To delete a user:

1. Access the User Account list, and locate the user for whom you wish to delete the user record (see Viewing the User Account List on 24 for details).

2. Click the Delete link for the desired user.

• The message “Continue to Delete (Username)?” displays.

3. Click the OK button to delete the user. (Click the Cancel button to cancel the deletion and return to the Select User Account list.)

4. Repeat steps 2 through 3 to delete additional users.

Generating User Reports The User Reports function lets you generate a customized listing of authenticated users for your library, based on the criteria you specify. Reports may be displayed on-screen, or downloaded (as a tab-delimited file) to a local workstation.

Customer SuperUsers may generate user reports for any single library in the consortium or collective, or a combined report for all libraries in the consortium or collective (see Chapter 4, CUSTOMER SUPERUSER for details).

To generate a user report:

1. From the User Admin menu, (see The User Admin Menu on page 5 for details), select User Reports.

• The User Reports screen displays.

• The Library Code field shows the library code for the library under which you logged in.

2. Select the desired current account status for users you wish included in the report from the Status menu; either Enabled, Disabled or Both.

Account status is set in the User Record for each authenticated user (patron or staff member).

• The default selection for Status is Both.

3. Select the desired sort order for the report from the Order By menu; either alphabetically by Last Name, alpha-betically by Username, chronologically by Last Activity Date or alphabetically by Library Code.

• The default value for Order By is Last Name.

4. If desired, use the Last Activity Date text boxes to limit the report to users who last logged into the system on a specified day (or range of days).

• Click the button to enter a Start date using the Date Entry Calendar (see the System Basics User Guide for details).

User Reports Screen


Managing Users 31

• Click the button to enter a Stop date using the Date Entry Calendar (see the System Basics User Guide for details).

• To limit the last activity date range to a single day, enter the same date in both the Start and Stop text boxes.

5. When all desired report parameters have been specified, click the Submit button to submit your report request.

• The system generates an Extract Report file in .csv (comma separated value) format suitable for use with a "spreadsheet" application such as Microsoft Excel. An "Export to File" screen displays in an additional browser window or tab while the file is being created. A confirmation message display when file creation is completed.

6. To download the Extract Report to a your local workstation:

• Click the Save button on the “file download” screen to save the file to your workstation.

○ A File Download dialog displays.

• Select the “save” option on the File Download dialog.

○ A standard Save As dialog displays.

• Use the standard procedures for your web browser to save the file to your local workstation.

○ Click the Close button to close the “file download” screen.

○ Open the file using a suitable “spreadsheet” application such as Microsoft Excel (see Viewing User Reports on 31 for details).

7. To close the “file download” screen without saving the Extract Report:

• Click the Close button on the “file download” screen. An advisory dialog displays the message “Are you sure you want to close and lose any report information you chose?”

• Click the Cancel button on the advisory dialog to close the dialog and return to the “file download” screen. (Click the OK button on the advisory dialog to close the dialog and the “file download” screen without saving the Extract Report.)

Viewing User Reports

The system generates an Extract Report file in .csv (comma separated value) format suitable for use with a “spreadsheet” application such as Microsoft Excel.

To view the User Report:

The User Report provides the following information:

• Library Code - The Library Code for the library with which the user is associated.

• User Name - The unique username assigned to the patron or staff member.

• First and Last Name - The user’s first and last name (last name, first name, middle initial).

• Last Activity - The date and time at which the user last logged in to the system. Typical User Report


32 Managing Users

• User Type - The User Type categories to which the user is assigned.

• Patron Group - The Patron Group to which the user is assigned.

• ILL Permissions – For Staff users assigned to the ILL Staff User Type, lists the detailed ILL Permissions granted to the user (see Modifying ILL Permissions on page 14 for more information).

• AGCat Permissions – For Staff users assigned to the CAT Staff User Type, lists the detailed Cataloging Permissions granted to the user (see Modifying AGCat Permissions on page 16 for more information).

• Web HLD Permissions – For Staff users assigned to the CAT Staff User Type, lists the detailed Web HLD Permissions granted to the user (see Modifying Web HLD Permissions on page 17 for more information).

• Statistics Permissions – For Staff users assigned to the Statistics User Type, lists the detailed Statistics Permissions granted to the user (see Modifying Statistics Permissions on page 21 for more information).

Managing Patron Categories Two options are available for “classifying” library patrons: Patron Categories and Patron Groups.

• Patron Categories is an optional feature used with ILL Request Limits. Using Patron Categories, you can create one or more categories to which patrons may be assigned. Each category is designated an “ILL Request Limit” (the maximum number of active ILL Requests allowed for a patron assigned to the category) through the ILL Administration module. Library patrons are assigned to patron categories through the User Administration module.

• Patron Groups lets you create one or more groups to which users may be assigned for accessing resources. Access to specific resources can be limited to only those users associated with a given group. Linking Resources to patron groups is accomplished through the PAC Administration module.

To access Patron Categories:

• From the User Admin menu, select Patron Categories.

○ The Patron Categories screen displays.

○ The Patron Categories screen lists the currently established Patron Categories for your library, and provides the following information for each category:

Seq - the display sequence for the Patron Category in the Patron Category menu on the Add and Edit User Account screens

Category - the name of the Patron Category

Active - indicates whether or not the associated Patron Category is currently active (shown in the Patron Category menu on the Add and Edit User Account screens); either Yes (the associated Patron Category is active) or No (the associated Patron Category is not active)

Primary Patron – TO BE DETERMINED

• If desired, you can reconfigure, sort and filter table content (see the System Basics User Guide for more information).

• From the Patron Categories screen, you may:

○ Set the display sequence for Patron Categories

Patron Categories Screen


Managing Users 33

○ View Patron Category statistics

○ Add a new Patron Category

○ Modify an existing Patron Category

○ Merge two Patron Categories into a single Patron Category

○ Print a copy of the Patron Categories list

○ Save a copy of the Patron Categories list to your local workstation

○ Email a copy of the Patron Categories list to yourself or to another party

Setting the Patron Category Display Sequence You can specify the order in which patron categories are listed in Patron Category menus throughout the system.

To set the display sequence:

• On the Patron Categories screen, use the Seq text boxes to enter the desired display sequence for each patron category.

○ You can enter any number from “0” to “999999” as a display sequence number.

○ You can enter a unique display sequence number for each patron category, or, you can use the same display sequence number for multiple patron categories.

If the same display sequence number is used for more than one patron category, the associated patron categories are displayed in alphabetic order.

○ You can enter display sequence numbers in numeric order (1, 2, 3, etc.), or, you can skip numbers (10, 20, 30, etc.) to allow for insertion of added patron categories between existing patron categories without the need to re-sequence the entire list.

• When display sequence numbers have been entered for all listed patron categories, click the Submit button to save your changes.

You must enter a display sequence number for all listed patron categories. If you do not enter a display sequence number for a given patron category, the display sequence value for the patron category will revert to “0” when you submit your changes.

Viewing Patron Category Statistics Patron Category statistics show the current number of patrons assigned to each patron category.

To view patron category statistics:

• On the Patron Categories screen, click the Stats button.

○ The Patron Category Statistics screen displays in an additional browser window. The date on which the statistics report was requested is shown at the top of the screen.

• The Patron Category Statistics screen provides the following information: Patron Category Stats Screen


34 Managing Users

○ No. - the sequence number of the associated patron Category.

○ Category - the name of the patron category.

○ Status - the current status of the associated Category; either Active or Inactive.

○ Stats - the total number of patrons currently assigned to the associated Category.

• If desired, you may:

○ Print a copy of the Patron Category statistics report (see Printing Patron Category/Group Parameters on page 40 for details)

○ Save a copy of the Patron Category statistics report to your local workstation (see Saving Patron Category/Group Parameters on page 41 for details)

○ Email a copy of the Patron Category statistics report to yourself or to another party (see Emailing Patron Category/Group Parameters on page 41 for details)

• Click the Close button to close the Patron Category Stats screen and return to the Patron Categories screen.

Adding a Patron Category You can add a new patron category for your library.

Once a patron category has been added to the system, it cannot be deleted. If a patron category is no longer used by your library and you wish to remove the patron category from the Patron Category menus throughout the system, you must set the status for the patron category to “inactive.” Additionally, all patrons associated with the “inactive” category will retain the association, and the ILL limits set for the category while active.

To add a patron category:

1. From the Patron Categories screen, click the Add a Category button.

• The Add Patron Category screen displays in an additional browser window.

2. Enter the desired display sequence for the new patron category in the Sequence text box.

• The Sequence number determines the order in which the category is displayed in the Patron Categories screen (see Setting the Patron Category Display Sequence on page 33 for additional information).

• You can enter any number from "0" through "999999" as the display Sequence number.

3. Enter a name for the patron category in the Category text box.

The Category name cannot exceed 50 characters (including spaces).

4. Use the Active checkbox to set the desired status for the patron category:

• A checkmark indicates the patron category is active (is available in the Patron Category menu on the Add and Edit User Account screens).

• An empty checkbox indicates the patron category is inactive (is not available in Patron Category menu on the Add and Edit User Account screens).

Add Patron Category Screen


Managing Users 35

• Clicking the checkbox repeatedly will toggle it on and off.

5. Use the Primary Patron checkbox to indicate if patrons associated with the category are “primary” patrons to the library:

• A checkmark indicates patrons associated with the category are “primary” patrons to the library.

• An empty checkbox indicates patrons associated with the category are not “primary” patrons to the library.

• Clicking the checkbox repeatedly will toggle it on and off.

6. Click the Submit button on the Add Patron Category screen to submit the new patron category. (Click the Close button to close the Add Patron Category screen without adding the new patron category.)

• The Add Patron Category screen closes automatically, and the Patron Categories screen refreshes to display the new patron category.

Editing Patron Categories

You can edit a currently defined patron category for your library.

To edit a patron category:

1. On the Patron Categories screen, click the Edit button for the desired patron category.

• The Edit Patron Category screen displays in an additional browser window. The screen is pre-filled with current information for the selected patron category.

2. Edit the display Sequence, Category, Active status and Primary Patron designation as desired.

3. Click the Submit button on the Edit Patron Category screen to save your changes. (Click the Close button to close the Edit Patron Category screen without saving your changes.)

• The Edit Patron Category screen closes automatically, and the Patron Categories screen refreshes to display your changes.

Merging Patron Categories You can combine two individual patron categories into a single patron category by merging the contents of one category into another.

To merge patron categories:

1. On the Patron Categories screen, click the Merge Categories button.

• The Merge Patron Categories screen displays in an additional browser window.

Edit Patron Category Screen

Merge Patron Categories Screen


36 Managing Users

2. Select the patron category you wish to merge into another category from the Edit patrons with Category drop-down menu.

The Edit patrons with Category menu lists all patron categories currently defined for your library.

3. Select the patron category into which you wish to merge the previously selected category from the Change to Patron Category drop-down menu.

The Change to Patron Category menu lists all patron categories currently defined for your library.

4. Click the Submit button on the Merge Patron Categories screen to merge the selected patron categories. (Click the Close button to close the Merge Patron Categories screen without merging the selected patron categories.)

Be sure to select the patron categories you wish to merge in the correct order. Patrons associated with the patron category selected in the Edit patron with Category menu will be reassigned to the patron category selected in the Change to Patron Category menu.

• The Patron Categories screen refreshes to reflect your changes.

If the “merged” patron category (selected from the Edit patrons with Category menu) will no longer be used by your library, set the status for the patron category to “inactive.”

Managing Patron Groups Two options are available for “classifying” library patrons: Patron Categories and Patron Groups.

• Patron Categories is an optional feature used with ILL Request Limits. Using Patron Categories, you can create one or more categories to which patrons may be assigned. Each category is designated an “ILL Request Limit” (the maximum number of active ILL Requests allowed for a patron assigned to the category) through the ILL Administration module. Library patrons are assigned to patron categories through the User Administration module.

• Patron Groups lets you create one or more groups to which users may be assigned for accessing resources. Access to specific resources can be limited to only those users associated with a given group. Linking Resources to patron groups is accomplished through the PAC Administration module.

To access patron groups:

• From the User Admin menu, select Patron Groups.

○ The Patron Groups screen displays.

○ The Patron Groups screen lists the currently established patron groups for your library, and provides the following information for each category:

Seq - the display sequence for the patron group in the Patron Group menu on the Add and Edit User Account screens

Group - the name of the patron group

Active - indicates whether or not the associated patron group is currently active (shown in the Patron Group menu on the Add and Edit User Account screens); either Yes (the associated patron group is active) or No (the associated patron group is not active)

Patron Groups Screen


Managing Users 37

Staff- indicates whether or not library staff can be assigned to the patron group; either Yes (library staff can be assigned to the patron group) or No (library staff cannot be assigned to the patron group)

Patron- indicates whether or not library patrons can be assigned to the patron group; either Yes (library patrons can be assigned to the patron group) or No (library patrons cannot be assigned to the patron group)

• If desired, you can reconfigure, sort and filter table content (see the System Basics User Guide for details).

• From the Patron Groups screen, you may select to:

○ Set the display sequence for patron groups

○ View patron group statistics

○ Add a new patron group

○ Edit an existing patron group

○ Merge two patron groups into a single patron group

○ Print a copy of the patron groups list

○ Save a copy of the patron groups list to your local workstation

○ Email a copy of the patron groups list to yourself or to another party

Setting the Patron Group Display Sequence

You can specify the order in which patron groups are listed in Patron Group menus throughout the system.

To set the display sequence:

• On the Patron Groups screen, use the Seq text boxes to enter the desired display sequence for each patron group.

○ You can enter any number from “0” to “999999” as a display sequence number.

○ You can enter a unique display sequence number for each patron group, or you can use the same display sequence number for multiple patron groups.

If the same display sequence number is used for more than one patron group, the associated patron groups are displayed in alphabetic order.

○ You can enter display sequence numbers in numeric order (1, 2, 3, etc.), or you can skip numbers (10, 20, 30, etc.) to allow for insertion of added patron groups between existing patron groups without the need to re-sequence the entire list.

• When display sequence numbers have been entered for all listed patron groups, click the Submit button to save your changes.

You must enter a display sequence number for all listed patron groups. If you do not enter a display sequence number for a given patron group, the display sequence value for the patron group will revert to “0” when you submit your changes.

Viewing Patron Group Statistics

Patron Group statistics show the current number of patrons assigned to each patron group.

To view patron group statistics:

• On the Patron Groups screen, click the Stats button.

○ The Patron Group Statistics screen displays in an additional browser window. The date on which the statistics report was requested is shown at the top of the screen.


38 Managing Users

• The Patron Group Statistics screen provides the following information:

○ No. - the sequence number of the associated patron Group.

○ Group - the name of the patron group.

○ Status - the current status of the associated Group; either Active or Inactive.

○ Staff - A Yes/No value indicating whether the Group is available to staff.

○ Patron - A Yes/No value indicating whether the Group is available to patrons.

○ Stats - the total number of users (patrons and staff) currently assigned to the associated Group.

• If desired, you may:

○ Print a copy of the Patron Group statistics report (see Printing Patron Category/Group Parameters on page 40 for details)

○ Save a copy of the Patron Group statistics report to your local workstation (see Saving Patron Category/Group Parameters on page 41 for details)

○ Email a copy of the Patron Group statistics report to yourself or to another party (see Emailing Patron Category/Group Parameters on page 41 for details)

• Click the Close button to close the Patron Group Statistics screen and return to the Patron Groups screen.

Adding a Patron Group

You can add a new patron group for your library.

Once a patron group has been added to the system, it cannot be deleted. If a patron group is no longer used by your library and you wish to remove the patron group from the Patron Group menus throughout the system, you must set the status of the patron group to “inactive.”

To add a patron group:

1. On the Patron Groups screen, click the Add a Group button.

• The Add Patron Group screen displays in an additional browser window.

2. Enter the desired display sequence number for the new patron group in the Sequence text box.

• The Sequence number determines the order in which the group is displayed in the Patron Groups screen (see Setting the Patron Group Display Sequence on page 37 for additional information).

Add Patron Group Screen

Patron Group Statistics Screen


Managing Users 39

• You can enter any number from “0” through “999999” as the display Sequence number.

3. Enter a name for the new patron group in the Group Name text box.

The Group Name cannot exceed 50 characters (including spaces).

4. Use the Active checkbox to set the desired status for the patron group:

• A checkmark indicates the patron group is active (is available in patron group menus throughout the system).

• An empty checkbox indicates the patron group is not active (is not available in patron group menus throughout the system).


5. Use the Staff checkbox to indicate whether library staff can be assigned to the patron group.

• A checkmark indicates library staff can be assigned to the patron group.

• An empty checkbox indicates library staff cannot be assigned to the patron group.


6. Use the Patron checkbox to indicate whether library patrons can be assigned to the patron group.

• A checkmark indicates library patrons can be assigned to the patron group.

• An empty checkbox indicates library patrons cannot be assigned to the patron group.


7. Click the Submit button on the Add Patron Group screen to submit the new patron group. (Click the Close button to close the Add Patron Group screen without adding the new patron group.)

• The Patron Groups screen refreshes to display the new patron group.

Editing Patron Groups

You can change the name, display sequence, or status of any existing patron group.

To edit a patron group:

1. On the Patron Groups screen, click the Edit button for the patron group you wish to edit.

• The Edit Patron Group screen displays in an additional browser window. The screen is pre-filled with the current values for the selected Group.

2. Edit the display Sequence, Group Name, Active, Staff, and Patron status as desired.

• If one or more library patrons or staff members are currently assigned to the patron group, the Active and Staff and/or Patron fields are read only, and cannot be changed.

Edit Patron Group Screen


40 Managing Users

3. Click the Submit button on the Edit Patron Group screen to submit your changes. (Click the Close button to close the Edit Patron Group screen without saving your changes.)

• The Patron Groups screen refreshes to display your changes.

Merging Patron Groups You can combine two individual Patron Groups into a single patron group by merging the patrons from one group into another.

To merge patron groups:

1. On the Patron Groups screen, click the Merge Groups button.

• The Merge Patron Groups screen displays in an additional browser window.

2. Select the patron group you wish to merge into another group from the Edit patrons with group drop-down menu.

The Edit patrons with group menu lists all patron groups currently defined for your library.

3. Select the patron group into which you wish to merge the previously selected Group from the Change to Patron Group drop-down menu.

The Change to Patron Group menu lists all patron groups currently defined for your library.

4. Click the Submit button on the Merge Patron Groups screen to merge the selected groups.

Be sure to select the patron groups you wish to merge in the correct order. Patrons in the group selected from the Edit patrons with group menu will be re-identified as patrons of the group selected from the Change to Patron Group menu.

• The Patron Groups screen refreshes to display your changes.

If the “merged” patron group (selected from the Edit patrons with group menu) will no longer be used by your library, set the status for the patron group to “inactive.”

Printing Patron Category/Group Parameters You can print a copy of the Patron Category/Group list or Patron Category/Group Stats.

To print Patron Category/Group parameters:

1. On the desired parameters screen, click the button to display the staff screen toolbar.

2. Click the Print button to print the current screen.

• A standard Windows Print dialog displays.

3. Make the appropriate selections on the Print dialog, then click the OK or Print button, as applicable. (Click the Cancel button to cancel the print request.)

Merge Patron Groups Screen


Managing Users 41

Saving Patron Category/Group Parameters You can save a copy of the Patron Category/Group list or Patron Category/Group Stats to your local workstation.

To save Patron Category/Group parameters:

1. On the desired parameters screen, click the Save button.

• A File Download dialog displays.

2. Select the “save” option on the File Download dialog.

• A standard Save As dialog displays.

3. Use the standard procedures for your web browser to save the file to your local workstation.

Emailing Patron Category/Group Parameters You can email a copy of the Patron Category/Group list or Patron Category/Group Stats to yourself or another staff member.

To email Patron Category/Group parameters:

1. On the desired parameters screen, click the Email button.

• The Email Address screen displays in an additional browser window.

2. Enter a subject line for the email in the Email Subject text box.

3. Enter your email address (or the email address of the person to whom you wish to send the statistics report) in the Your Email Address text box.

4. Click the Send button to send of copy of the selected circulation parameters to the specified email address.

• The message “An Email was sent to: (email address)” displays. Click the Close button to close the message.

Email Address Screen


42 Managing Users


Maintaining the User Database 43

Chapter 3. MAINTAINING THE USER DATABASE

Overview User Administration lets you define valid IP ranges for authenticated access to the system, and to maintain RPA error codes. You may also delete obsolete (inactive) users from the database.

Defining Valid IP Ranges If your library utilizes “IP authentication,” you can use the Define Valid IP Ranges function to define the IP ranges for which “generic” patron access to the system will be granted.

To view IP ranges:

1. From the User Admin menu, select Define Valid IP Ranges.

• The Define Valid IP Ranges screen displays. The screen lists all currently defined IP Ranges for your library, in alphabetic order, by Location Name. If multiple IP addresses have been assigned the same Location Name, the IP addresses with the same Location Name are sorted in numeric order.

• The screen shows the Location Name and IP Range for all currently established IP ranges for your library.

2. Use the Previous and Next links to view other pages of the list.

• The Previous and Next links are active only when the list of Valid IP ranges contains more than 20 defined address/ranges.

3. Use the Search for function to locate a specific IP Range in the list. You may search for IP Ranges by Location Name or IP Address.

• Enter the desired Location Name or IP Address in the Search for text box.

○ When searching the Valid IP Ranges list, the system reads the Search for term as a string of characters (rather than as separate words), reading each character from left to right. You may enter either a partial or complete Location Name or IP Address as the search criteria.

• Select Name or IP Address from the in menu, as appropriate.

• Click the Go button.

When searching by IP Address, the list of Valid IP Ranges is automatically resorted, in numeric order, by IP Range.

○ The Define Valid IP Ranges screen refreshes.

Define Valid IP Ranges Screen


44 Maintaining the User Database

○ If an exact match is located, the first occurrence of the Location Name or IP Address, as appropriate, appears as the first entry in the list.

○ If an exact match is not located, the first entry in the list which immediately follows the Location Name alphabetically, or IP Range numerically, as appropriate, appears as the first entry in the list.

To resort the list by either Location Name or IP Address, leave the Search for text box blank, select the desired sort format from the in menu (either Name or IP Address), then click the Go button.

To add an IP range:

1. From the Define Valid IP Ranges screen, click the Add button.

• The Add IP Range screen displays in an additional browser window.

2. Enter a name to identify the IP address range in the Location Name text box.

• The Location Name may include both alphabetic and numeric characters. The Location Name may be a maximum of 50 characters in length, including spaces.

3. Enter the desired IP address (or address range) in the Starting IP Address and Ending IP Address text boxes.

• To enter an IP address range, enter the desired starting IP address in the Starting IP Address text boxes; enter the desired ending IP address in the Ending IP Address text boxes.

The Ending IP Address must be greater than the Starting IP Address. You may use only the third and fourth bytes of the IP Addresses to specify an IP address range; e.g., 208.193.118.1 to 208.193.119.255.

• To enter a single IP address, enter the desired address in the Starting IP Address text box.

4. To associate the IP range with a specific user, enter the user’s barcode in the User Barcode text box.

• If desired, you can use the Lookup feature to locate the desired User Barcode (see Using User Barcode Lookup on page 45 for details).

5. Click the Submit button to add the specified IP address(es) to the list of valid IP ranges for your library.

• The Add IP Range screen closes automatically, and the Define Valid IP Ranges screen refreshes to display your changes.

If you enter an improperly formatted IP address in the Starting IP Range or Ending IP Range text boxes, an error dialog displays the message “Invalid (Starting/Ending) IP Address. Please reenter.” Click the OK button to close the message, and re-enter the Starting IP Address or Ending IP Address, as appropriate.

If the Starting IP Address is greater than the Ending IP Address, an error dialog displays the message “Ending IP MUST be greater than Starting IP.” Click the OK button to close the message, and re-enter the Starting IP Address and/or Ending IP Address, as appropriate.

6. Repeat steps 1 through 5 to add additional IP addresses.

Add IP Range Screen



To edit a current IP address:

1. From the Define Valid IP Ranges screen, click the IP Range link for the IP range you wish to edit.

• The Edit IP Range screen displays in an additional browser window.

• The screen is pre-filled with the current values for the selected IP range.

2. Edit the Location Name, Starting IP Address, Ending IP Address and User Barcode as desired.

3. Click the Submit button to submit your changes to the IP range.

• The Edit IP Range screen closes automatically, and the Define Valid IP Ranges screen refreshes to display your changes.

If you enter an improperly formatted IP address in the Starting IP Range or Ending IP Range text boxes, an error dialog displays the message “Invalid (Starting/Ending) IP Address. Please reenter.” Click the OK button to close the message, and re-enter the Starting IP Address or Ending IP Address, as appropriate.

If the Starting IP Address is greater than the Ending IP Address, an error dialog displays the message “Ending IP MUST be greater than Starting IP.” Click the OK button to close the message, and re-enter the Starting IP Address and/or Ending IP Address, as appropriate.

4. Repeat steps 1 through 3 to edit additional IP addresses.

To delete a current IP range:

1. From the Define Valid IP Ranges screen, click the Delete button for the IP range you wish to delete.

• A confirmation dialog displays the message “Are you sure you want to delete this Range?”

2. Click the OK button to delete the selected IP Range. (Click the Cancel button to cancel the deletion and return to the Define Valid IP Ranges screen.)

• The Define Valid IP Ranges screen refreshes with the selected IP Range removed from the list.

3. Repeat steps 1 and 2 to delete additional IP ranges.

Using User Barcode Lookup If you are not sure of the User Barcode for which you wish to search, you can use the user barcode Lookup feature to locate the desired user barcode.

To use User Barcode Lookup:

1. Click the User Barcode - Lookup button on Search IP Ranges screen.

• The Lookup a User screen displays in an additional browser window.


• To limit the list to only those users associated with a specific user group, select the desired user group from the User’s Group menu, then click the Search button.

○ Select All Groups to display users for all user groups.

Lookup a User Screen



○ Select the desired user group to display users for the associated group only.

• To locate a specific user by barcode or name, enter the user’s barcode or last name in the User Barcode or Last Name text box. To view a list of all users associated with the currently specified User’s Group, leave the User Barcode or Last Name text box blank.







4. Click the User Name for the user barcode for which you wish to search.

• The Lookup a User screen closes, and the selected User Name is entered in the User Barcode text box on the Search IP ranges screen automatically.

Maintaining RPA Error Codes This feature is applicable to systems utilizing remote patron authentication based on a Username or Barcode and Password or PIN retrieved from a library’s remote Standard Interchange Protocol (SIP2) user database.

Remote patron authentication in RESEARCHit is accomplished by passing the Username or Barcode and Password or PIN from the login screen, as a query, to a library’s remote Integrated Library System using the Standard Interface Protocol (SIP2). The SIP2 protocol supports the transmission of patron and other circulation data between systems. The RESEARCHit query is used to search the remote ILS user database, and to return the appropriate patron record to RESEARCHit. If the retrieved patron record shows the patron as being “in good standing”, RESEARCHit permits an authenticated login to the system. If the patron record shows the patron as being “blocked” (based on patron codes returned by the remote ILS system), RESEARCHit permits unauthenticated login to the system as either a “generic” patron or as a guest.

A copy of each patron record returned by the remote ILS system is also added to the RESEARCHit database. In the event the remote ILS database is unavailable, or if the SIP interface is not functioning, RESEARCHit queries the RESEARCHit database for login to the system. The granting or denying of authenticated access is accomplished in a manner similar to that described above.

The Maintain RPA Error Codes function lets you define which patron error codes (returned in the patron record from the remote ILS user database) will result in a patron being “blocked” from authenticated access to the system. You may also provide a text message to be displayed to “blocked” users, and to determine the appropriate unauthenticated access mode for “blocked” users; either Patron or Guest.

You must know the specific error codes returned by your library’s ILS in order to use the Maintain RPA Error Codes function.

User Account List



Adding a “Block” Code You can add a new “block” code to your library’s database.

To add a “block” code:

1. From the User Admin menu, select Maintain RPA Error Codes.

• The Maintain RPA Error Codes screen displays.

• The Maintain RPA Error Codes screen lists all currently defined “block” codes for your library.

• If desired, you can reconfigure, sort and filter table content (see the System Basics User Guide for details).

2. Click the Add Code button.

• The Edit Block Codes screen displays in an additional browser window.

3. Enter the code you wish to trigger a “patron block” in the Code text box.

4. Enter the message you wish to be displayed to patrons who are “blocked” from authenticated access to the system as a result of the associated Code in the Message test box.

5. Select the desired unauthenticated login mode for patrons who are “blocked” from authenticated access to the system as a result of the associated Code from the Mode menu; either Guest or “generic” Patron.

6. Click the Submit button to add the “block” code to your library’s database. (Click the Cancel button before submitting to cancel the addition.)

• The Edit Block Codes screen closes automatically, and the Maintain RPA Error Codes screen refreshes to display the added code.

7. Repeat steps 1 through 6 to add additional codes.

Editing “Block” Codes

You can edit an existing “block” code for your library.

To edit a “block” code:




Edit Block Codes Screen

Maintain RPA Error Codes Screen



2. Click the Code you wish to edit.

• The Edit Block Codes screen displays in an additional browser window.

• The Edit Block Codes screen is pre-filled with current information for the code.

3. Edit the Code, Message and login Mode, as desired (see Adding a “Block” Code on 47 for details).

4. Click the Submit button to submit your changes to the “block” code. (Click the Cancel button before submitting to cancel your changes.)

• The Edit Block Codes screen closes automatically, and the Block Codes screen refreshes to display your changes.

5. Repeat steps 2 through 4 to edit additional codes.

Deleting “Block” Codes

You can delete an existing “block” code from your library’s database.

To delete a “block” code:




2. Click the Delete button for the code you wish to delete.

• A confirmation dialog displays the message “Continue to Delete Code (code)?”.

3. Click the OK button on the confirmation dialog to delete the “block” code from your library’s database. (Click the Cancel button to cancel the deletion.)

• The Block Codes screen refreshes with the deleted code removed from the list.

4. Repeat steps 2 and 3 to delete additional “block” codes.

Deleting Inactive Users You can delete inactive (obsolete) user records from your library’s database based on a specified cutoff date. User records for all users who have not logged into the system from the specified date to the current date are deleted from your library’s database.

The User Administrator and “generic” patron user records will not be deleted from the database under any circumstances.

To delete inactive users:

1. From the User Admin menu, select Delete Obsolete Records.

• The Delete Obsolete Records screen displays.

2. Enter the desired cutoff date in the Enter Cut-Off Date text box.

Delete Obsolete Records Screen



Enter the cutoff date using the format mm/dd/yyyy. Be sure to include the slashes “/” when entering the cutoff date.

• For example, to delete user records for all users that have not logged into the system since January 1, 2002, enter 01/01/2012 in the Enter Cut-Off Date text box.

3. Click the Continue button. (Click the Cancel button to cancel the deletion and close the Delete Obsolete Records window.)

• The Delete Obsolete Records screen refreshes to display a confirmation message indicating the estimated number of user records that will be deleted from your library’s database.

4. Click the Continue button to delete the inactive records. (Click Go Back if you wish to enter a different cutoff date.)

• The Delete Obsolete Records screen refreshes to display a status message indicating the actual

number of user records deleted from your library’s database.

5. Click the Close button to close the status message.

Confirmation Message

Status Message




Customer SuperUser 51

Chapter 4. CUSTOMER SUPERUSER

Overview In addition to the standard features and functions available to all User Administrators, Customer SuperUsers can use the User Administration module to maintain the default user record form, and to generate user database reports for a selected library or for all libraries within a consortium or collective.

This chapter provides the procedures to:

• Edit user accounts for all libraries

• Manage Regional SuperUsers

• Configure the default user record form


• Search IP ranges

Global Edit User Accounts The Global Edit User Accounts function lets you access and edit the user record for any current authenticated user for any library within your RESEARCHit or SHAREit system.

You cannot change the Username or Barcode for a current authenticated user.

Viewing the User Account List

The User Account List shows all current authenticated users for your RESEARCHit or SHAREit system, in alphabetic order by Name (last name first), and includes the User Name, the Library ID under which the user is registered, the user’s full Name and User Type (user group assignments) and the Address and Phone number for each user. Disabled users are indicated by an asterisk “*” following the User Name. From the User Account list, you may choose to edit the record for a current authenticated user (see Editing User Records on 25 for details) or delete an authenticated user from your library’s database (see Deleting Users on page 29 for details).

To view the User Account list:

1. From the User Admin menu, select Global Edit User Accounts.

• The Global Edit User Account Search Screen displays.


• To limit the list to only those users associated with a specific user group, select the desired user group from the User’s Type menu, then click the Search button.

○ Select All to display users for all user groups. Global Edit User Account Search Screen


52 Customer SuperUser

○ Select Patron or the desired staff mode (PAC Admin, ILL Admin, etc.) to display users for the

associated mode.







Managing Regional SuperUsers When you add a new user and assign Regional SuperUser permissions (see Adding a User on 9 for details), the Add User Permissions - Library List screen displays. You must add the libraries with which the Regional SuperUser will be associated. The Select Libraries button displays the Library Selector screen. The screen shows a list of all libraries for your consortium or collective from which you may make library selections.

When editing a User Record, the Library Selector is accessed using the Regional SuperUser - Select Libraries link from an active User Record.

To select libraries for a Regional SuperUser:

1. Click the Select Libraries button on the Add User Permissions - Library List screen (when adding a new user) or click the Regional SuperUser - Select Libraries link on an active User Record (when editing an existing user).

• The Library Selector screen displays in an additional browser window.

• The Library Selector screen shows a list of all libraries for your consortium or collective from which you may make library selections.

• Click the Sort by Library Code button to sort the list alphabetically by Library Code.

Library Selector Screen

User Account List



• Click the Sort by Library Name button to sort the list alphabetically by Library Name.

2. Use the checkboxes to select the libraries for which the user can perform Global User Permissions Maintenance functions.

• A checkmark indicates the user can perform Global User Permissions Maintenance functions for the associated library.

• An empty checkbox indicates the user cannot perform Global User Permissions Maintenance functions for the associated library.


• To select the checkboxes for all libraries, click the Select All link.

• To deselect the checkboxes for all libraries, click the Deselect All link.

3. When all desired library selections have been made, click the Submit button to save your changes.

• The Library Selector closes automatically, and the previous screen refreshes to display your changes.

Configuring the User Record The User Record is comprised of up to 23 preset data fields. The Configure User Record function lets you establish the specific fields you wish included in the user record, configure “variable content” data fields, determine the order in which the selected fields are displayed, and configure the User Record display shown to authenticated users via the My Account function (see the Search User Guide for more information).

To configure the default user record form:

The default user record form is used by all libraries within a consortium or collective. The form cannot be modified by individual libraries.

The Language function on the Configure User Record screen is available only for those libraries, consortia or collectives that have purchased the optional multi-language functionality.

1. From the User Admin menu, select Configure User Record.

• The Configure User Record screen displays. The screen lists 23 preset data fields you may select to include in the default User Record form for your consortium or collective.

The Username field (not included on the Configure User Record screen) is mandatory, and is always included in the User Record form.

2. Use the Include and Required Field checkboxes to select the data fields you wish to include in the default User Record form.

• A checkmark indicates the associated option is selected; an empty checkbox indicates the associated option is not selected. Clicking a checkbox repeatedly will toggle it on and off. Configure User Record Screen



• Select the Include checkbox for each data field you wish to include in the default User Record form.

The Password field is always included in the User Record form, and cannot be deselected.

• Select the Required Field checkbox for each data field you wish to configure as a “mandatory entry” field.

If a data field is selected as a Required Field, a User Record cannot be saved unless data is entered in the field.

The Password field is always a “mandatory field”, and cannot be deselected.

3. Use the Display to User and User Edit checkboxes to configure the User Record displayed to patrons or staff members using the Your Account function.

• A checkmark indicates the associated option is selected; an empty checkbox indicates the associated option is not selected. Clicking a checkbox repeatedly will toggle it on and off.

• Select the Display to User checkbox for each field that will be displayed to patrons or staff members when viewing their User Record using the Your Account function.

○ The Include checkbox must be selected for any field for which you have selected the Display to User checkbox.

• Use the User Edit checkboxes to select the fields that may be edited by patrons or staff members when viewing their User Record using the Your Account function.

○ The Include and Display to User checkboxes must be selected for any field for which you have selected the User Edit checkbox.

4. Use the Order menus to establish the order in which selected fields will be listed in the User Record.

• Each Included field must be assigned a unique Order (display sequence) number.

5. The Default Labels fields show the default names for the associated User Record fields. If desired, use the Your Labels text boxes to specify a different name for the associated field.

6. When all desired information has been entered, click the Submit button to save your changes.

• The User Administration “Welcome” screen displays.

If you assign the same Order (display sequence) to two or more fields, an error dialog displays the message “You cannot have 2 fields with the identical order” when you submit your changes. Click the OK button on the error dialog to close the dialog and return to the Configure User Record screen. Make sure each Included field has a unique Order (display sequence) number, then resubmit the form.

If you select the Display to User, User Edit and/or Required Field checkbox(es) for a field for which the Include checkbox is not selected, an error dialog displays the message “(field name) - Include must be checked in order for others to be checked” when you submit your changes. Click the OK button on the error dialog to close the dialog and return to the Configure User Record screen. Select the Include checkbox, or unselected the Display to User, User Edit and/or Required Field checkbox(es) for the affected fields, as desired, then resubmit the form.

If you select the User Edit for a field for which the Display to User checkbox is not selected, an error dialog displays the message “(field name) - If User Edit is Checked, then Display to User must also be checked” when you submit your changes. Click the OK button on the error dialog to close the dialog and return to the Configure User Record screen. Select the Display to User checkbox, or unselected the User Edit, checkbox for the affected fields, as desired, then resubmit the form.

Generating User Reports The User Reports function lets you generate a customized listings of authenticated users for any single library in the consortium or collective, or a combined report for all libraries in the consortium or collective, based on the criteria you specify. Reports are displayed on-screen.



To generate a user report:

1. From the User Admin menu, (see The User Admin Menu on page 5 for details), select User Reports.

• The User Reports screen displays.

2. Select the library for which you wish to generate the report from the Library Code menu.

• The Library Code menu lists the library codes for all libraries in your consortium or collective. You may generate a report for a single selected library, or for All libraries combined.

• The default selection for Library Code is All.

3. Select the desired current account status for users you wish included in the report from the Status menu; either Enabled, Disabled or Both.

Account status is set in the User Record for each authenticated user (patron or staff member).

• The default selection for Status is Both.

4. Select the desired sort order for the report from the Order By menu; either alphabetically by Last Name, alphabetically by Username, chronologically by Last Activity Date or alphabetically by Library Code.

• The default value for Order By is Last Name.

5. If desired, use the Last Activity Date text boxes to limit the report to users who last logged into the system on a specified day (or range of days).

• If desired, click the button to enter a Start date using the Date Entry Calendar (see the System Basics User Guide for details).

• If desired, click the button to enter a Stop date using the Date Entry Calendar (see the System Basics User Guide for details).

• To limit the last activity date range to a single day, enter the same date in both the Start and Stop text boxes.

6. When all desired report parameters have been specified, click the Submit button to submit your report request.

• The system generates an Extract Report file in .csv (comma separated value) format suitable for use with a "spreadsheet" application such as Microsoft Excel. An "Export to File" screen displays in an additional browser window or tab while the file is being created. A confirmation message display when file creation is completed.

7. To download the Extract Report to your local workstation:

• Click the Save button on the “file download” screen to save the file to your workstation.

○ A File Download dialog displays.

• Select the “save” option on the File Download dialog.

○ A standard Save As dialog displays.

User Reports Screen



• Use the standard procedures for your web browser to save the file to your local workstation.

○ Click the Close button to close the “file download” screen.

○ Open the file using a suitable “spreadsheet” application such as Microsoft Excel (see Viewing User Reports on 31 for details).

8. To close the “file download” screen without saving the Extract Report:

• Click the Close button on the “file download” screen. An advisory dialog displays the message “Are you sure you want to close and lose any report information you chose?”

• Click the Cancel button on the advisory dialog to close the dialog and return to the “file download” screen. (Click the OK button on the advisory dialog to close the dialog and the “file download” screen without saving the Extract Report.)

Viewing User Reports The system generates an Extract Report file in .csv (comma separated value) format suitable for use with a “spreadsheet” application such as Microsoft Excel.

To view the User Report:

The User Report provides the following information:

• Library Code - The Library Code for the library with which the user is associated.

• User Name - The unique username assigned to the patron or staff member.

• First and Last Name - The user’s first and last name (last name, first name, middle initial).

• Last Activity - The date and time at which the user last logged in to the system.

• User Type - The User Type categories to which the user is assigned.

• Patron Group - The Patron Group to which the user is assigned.

• ILL Permissions – For Staff users assigned to the ILL Staff User Type, lists the detailed ILL Permissions granted to the user (see Modifying ILL Permissions on page 14 for more information).

• AGCat Permissions – For Staff users assigned to the CAT Staff User Type, lists the detailed Cataloging Permissions granted to the user (see Modifying AGCat Permissions on page 16 for more information).

• Web HLD Permissions – For Staff users assigned to the CAT Staff User Type, lists the detailed Web HLD Permissions granted to the user (see Modifying Web HLD Permissions on page 17 for more information).

• Statistics Permissions – For Staff users assigned to the Statistics User Type, lists the detailed Statistics Permissions granted to the user (see Modifying Statistics Permissions on page 21 for more information).

Searching IP Ranges The Search IP Ranges function lets you generate a listing of all libraries that have configured a specified IP range as valid using the Define Valid IP Ranges function. You can search by location name, IP address

Typical User Report



range, library code, and/or user barcode. You can also define a new valid IP range (see Defining Valid IP Ranges on 43 for details).

The Search IP Ranges function is available to Customer SuperUsers only.

To search IP ranges:

1. From the User Admin menu, select Search IP Ranges.

• The Search IP Ranges screen displays.

2. To limit your search by location name, enter the desired location name in the Location Name text box. You may enter a complete or partial Location Name.

3. To limit your search by IP address, enter the desired IP address (or address range) in the Starting IP Address and Ending IP Address text boxes.




4. To limit your search by library code, enter the desired library code in the Library Code text box. You must enter a complete library code. You may enter a single library code only.

• If desired, you may use the Lookup feature to locate the code for the library for which you wish to search (see Using Library Code Lookup on 58 for details).

5. To limit your search by user barcode, enter the desired user barcode in the User Barcode text box. You must enter a complete user barcode. You may enter a single user barcode only.

• If desired, you may use the Lookup feature to locate the barcode for the user for which you wish to search (see Using User Barcode Lookup on 58 for details).

6. To display a list of all currently defined valid IP ranges, leave all text boxes blank.

7. Click the Submit button.

• The screen refreshes to display a list of all valid IP ranges that match your search criteria.

If there are no matches to your search criteria, the message “No Libraries found” displays.

• If desired, click the Edit link for an IP range to edit the current values for the IP range (see Defining Valid IP Ranges on 43 for details).

• If desired, click the Delete link for an IP range to delete the IP range (see Defining Valid IP Ranges on 43 for details).

• If desired, you can save a copy of your search results to a file on your local workstation (see Saving Search Results on 59 for details).

Search IP Ranges Screen



Using Library Code Lookup If you are not sure of the Library Code for which you wish to search, you can use the library code Lookup feature to locate the desired library code.

To use Library Code Lookup:

1. Click the Library Code - Lookup button on Search IP Ranges screen.

• The Library Code Lookup screen displays in an additional browser window. This list shows the Library Code and Library Name for all libraries in your consortium or collective.

• Click the Sort by Library Code button to sort the list alphabetically by Library Code.

• Click the Sort by Library Name button to sort the list alphabetically by Library Name.

2. Click the Library Code link for the library for which you wish to search.

• The Library Code Lookup screen closes, and the selected library code is entered in the Library Code text box on the Search IP ranges screen automatically.

Using User Barcode Lookup If you are not sure of the User Barcode for which you wish to search, you can use the user barcode Lookup feature to locate the desired user barcode.

To use User Barcode Lookup:

1. Click the User Barcode - Lookup button on Search IP Ranges screen.

• The Lookup a User screen displays in an additional browser window.


• To limit the list to only those users associated with a specific user group, select the desired user group from the User’s Group menu, then click the Search button.

○ Select All Groups to display users for all user groups.

○ Select the desired user group to display users for the associated group only.

• To locate a specific user by barcode or name, enter the user’s barcode or last name in the User Barcode or Last Name text box. To view a list of all users associated with the currently specified User’s Group, leave the User Barcode or Last Name text box blank.



Lookup a User Screen








4. Click the User Name link for the user barcode for which you wish to search.

• The Lookup a User screen closes, and the selected User Name is entered in the User Barcode text box on the Search IP ranges screen automatically.

Saving Search Results

You can save a copy of your search results to your local workstation.

To save Search IP Ranges search results:

1. On the Search IP Ranges screen, click the Save button.

• A File Download dialog displays.

2. Select the “save” option on the File Download dialog.

• A standard Save As dialog displays.

3. Use the standard procedures for your browser to save the file to your local workstation.

Adding a Valid IP Range You can use the Add function from the Search IP Ranges screen to define a valid IP range for any library in your consortium or collective.

To add a valid IP range:

1. On the Search IP Ranges screen, click the Add button.

• The Define Valid IP Ranges screen displays in an additional browser window.

2. Enter a name to identify the IP address range in the Location Name text box.

• The Location Name may include both alphabetic and numeric characters. The Location Name may be a maximum of 50 characters in length, including spaces.

3. Enter the desired IP address (or address range) in the Starting IP Address and Ending IP Address text boxes.


User Account List





4. Enter the library code with which the IP address range is associated in the Library Code text box. You may enter a single library code only.

• If desired, you may use the Lookup feature to locate the desired library code (see Using Library Code Lookup on page 58 for details).

5. If you wish the IP range to be associated with a specific user, enter the user’s barcode in the User Barcode text box. You may enter a single user barcode only.

• If desired, you may use the Lookup feature to locate the desired user’s barcode (see Using User Barcode Lookup on page 58 for details).

6. Click the Submit button to add the specified IP address(es) to the list of valid IP ranges for your library.

• The Define Valid IP Ranges screen closes automatically, and the Search IP Ranges screen refreshes to display the added IP range.

If you an improperly formatted or invalid information, or if you omit mandatory information, an error dialog displays, identifying the error Click the OK button to close the message, and re-enter the information, as appropriate.

7. Repeat steps 1 through 6 to add additional IP addresses.

Define Valid IP Ranges Screen

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Documents

User Guide User AdministrationUser Administration User Guide 6 Introduction The Global Edit User Accounts function is available to Customer SuperUsers only. • Global User Permissions